CRM for physiotherapy clinics
that tracks course completion, not just the calendar
A clinic running several therapists usually has a calendar but no clean view of who is mid-course, who just finished, and who should be recalled for a renewal this week. We build the CRM and the recall system that makes the patient pipeline visible without relying on anyone's memory.
Why physiotherapy and rehab centers lose money today
A clinic running several therapists across one or more locations usually has a calendar, but the calendar only shows appointments, not where each patient actually is in their treatment course or how close they are to finishing it. A patient who misses two sessions in a row and quietly stops coming back is a lost course and a lost renewal, and without a system flagging that pattern, it is invisible until someone happens to notice the gap in the schedule.
The second problem is renewal timing. A patient finishing a course of ten sessions is the best moment to offer the next package, but that moment is easy to miss when staff are focused on the day’s live appointments rather than who is due to finish this week.
A third is workload balance across therapists and locations, which is hard to see without a dashboard, so one therapist can be consistently overbooked while another sits underutilized.
A fourth is the mix of referral and paid-lead patients flowing into the same pipeline without being tagged consistently, which makes it hard to say later whether an ad campaign, a doctor referral relationship, or word of mouth is actually producing the patients who complete their full course and come back for another one.
What we build
Patient records that track course status, not just appointment history, so a patient’s progress through a treatment plan is visible at a glance. Automatic recall flags fire when a course is finishing, when a patient falls behind the expected schedule, or when a renewal window opens. A therapist workload dashboard shows booking load across locations, and lead intake from ads, WhatsApp and the site feeds one clean record per patient.
Typical integrations: amoCRM, HubSpot, Cliniko or a structured Google Sheets pipeline, WhatsApp for recall messages, and a reconciliation pass against your billing records. For a practice running insurance claims alongside private pay, the same record tracks which payer applies to each course, so a renewal nudge or a billing follow-up goes out against the correct terms.
What stays with humans
Any decision about a patient’s treatment, and the actual outreach tone for a sensitive recall conversation, stay with your staff. The system surfaces who needs a call; a person makes it. Whether a specific patient is ready to be discharged from a course, or needs a referral elsewhere, is a clinical call the dashboard never makes on its own, regardless of what the attendance pattern shows.
Price and timeline
| Model | Price | What you get |
|---|---|---|
| Agency runs it | from $2,500 | We build, sync and maintain the CRM, recall flags and dashboards |
| Full control, handover-ready | from $4,250 | Same build, full source code, documentation and the data schema transferred, paid edits available as an option |
Both run on the same 3 to 6 week build. A practice spanning several locations typically needs the longer end of that range to map workload and recall rules per branch accurately.
Related
Pair this with an AI agent for physiotherapy and rehab centers so booking and recall data feed the same system, or a website for physiotherapy and rehab centers if intake itself needs fixing first. See the full analytics service page. A Bali developer’s lead routing and CRM build is detailed in the real estate CRM case study, and adherence tracking of the kind this recall system relies on is in the fitness app AI coach case study. Get in touch for a fixed price and plan.
FAQ
What does a CRM setup for a physiotherapy clinic cost?
Our Warehouse plus dashboards package starts at $2,500: patient records, recall flags, dashboards and renewal tracking, live in 3 to 6 weeks. A lighter tracking audit alone starts at $800.
How long until it is live?
Three to six weeks for the CRM setup and dashboards. A one-week audit can tell you the fix list first.
Which CRMs do you work with?
amoCRM, HubSpot and a structured Google Sheets pipeline for smaller clinics not ready for a full CRM.
Can it catch a patient who stopped coming mid-course?
Yes. It flags a patient who falls behind their expected session schedule so staff can follow up before the course stalls completely, rather than noticing weeks later.
Can it show which therapist or location is overloaded?
Yes, a workload dashboard across therapists and locations, so scheduling decisions are based on real numbers rather than who complains loudest about being overbooked.